VACANCY NOTICE
Open to Internal and External Candidates
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Position Title |
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Operations Assistant (Data Processing) |
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Organization Unit |
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: Operations |
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Duty Station |
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Kigali, Rwanda |
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Classification |
: General Service Staff, Grade G5 (UN salary Scale for |
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GS staff) |
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Type of Appointment |
: One-year Fixed term, with possibility of extension |
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Estimated Start Date |
: As soon as possible |
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Closing Date |
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21/05/2023 |
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Reference Code |
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VN 2023/06 -RW |
Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.
IOM is committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.
Context:
Since the inception of IOM in 1951, Movement Operations have been and continue to be a fundamental pillar of the Organization’s work. The organized movement of persons in need of international migration assistance is a primary mandate of the Organization and a cornerstone of IOM’s operations. This mandate has resulted in the international transport of more than 15 million migrants and refugees worldwide. Movement Operations departments in various IOM missions, coordinated under the division of Resettlement and Movement Management (RMM) in the Department of Operations and Emergencies (DOE) at IOM’s Geneva Headquarters, are responsible for all aspects of travel for migrants and refugees under IOM’s auspices, in accordance with the various framework agreements with resettlement and receiving Governments and partners across the spectrum of the Organization’s programmes.
Under the overall supervision of the Chief of Mission and the general supervision of the Operations Manager and the direct supervision of the National Associate Movement Operations Officer the Operations Assistant (Data Processing) is responsible for undertaking data processing activities, with the following duties and responsibilities:
Core Functions / Responsibilities:
- Record demographic and biographic information in MiMOSA upon receipt of the request for travel while confirming receipt to third parties, such as an embassy or Resettlement Support Center (RSC). Notify the National Associate Movement Operations Officer of the receipt of new requests for travel assistance.
- Secure, and account for travel documents in accordance with the local Standard Operating Procedures (SOPs). Ensure secure storage of documentation and data in accordance with IOM principles and guidelines while guaranteeing limited access to physical files.
- Process exit permits in close coordination with supervisors and other IOM colleagues and relevant authorities.
- Ensure the issuance and timely dispatch of travel documents with Operations colleagues, from booking notifications to logistical assistance with exit processes closely coordinated.
- Prepare all travel-ready documentation for transfer to Field Support colleagues in collaboration and coordination with supervisors while ensuring the travel bag has all necessary documentation to depart the country.
- Prepare reports as requested on the receipt of documentation to time of service delivery; inform supervisors on possible issues which need attention and suggest corrective actions. Report any problems encountered like denials of exit permits, reasons for such denials and possible solutions.
- Assist in preparing regular data mining reports in order to ensure that MiMOSA is up-to-date, accurate and maintains the integrity of relevant Movement Operations projects.
- Provide regular feedback on work being accomplished to the National Associate Movement Operations Officer and keep supervisors immediately informed of any issues that arise.
- Demonstrate an in-depth understanding of relevant Movement Operations SOPs and Movements-related systems and databases, as well as the ability to remain professional, impartial and unbiased during all interactions with migrants and colleagues per the IOM Code of Conduct and instruction on the prevention of sexual exploitation and abuse (PSEA.)
- Maintain and ensure the confidentiality and integrity of all relevant paperwork in line with standards of conduct and data protection rules. Alert National Associate Movement Operations Officer or management of any non-compliance to SOPs or codes of conduct by IOM staff members or partners.
- Perform such other duties as may be assigned.
Required Qualifications and Experience
Education
- University Degree with at least three years of relevant working experience; or,
- Secondary School Diploma with at least five years of relevant working experience.
- Certificate in IT/Data entry is an advantage.
Experience
- Prior Movement Operations or transportation experience is a strong advantage.
Languages
Fluency in English & Kinyarwanda. French, and Swahili are an added advantage.
Required Competencies
Values
- Inclusion and respect for diversity: Respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
- Integrity and transparency: maintain high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
- Professionalism: demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
Core Competencies
- Accountability – Meets deadline, cost, and quality requirements for outputs.
- Client Orientation – Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries;
Continuous Learning – Keeps abreast of developments in own professional area.
- Communication – Clearly communicates, and listens to feedback on, changing priorities and procedures;
- Creativity and Initiative – Proactively develops new ways to resolve problems
- Leadership and Negotiation – Presents goals as shared interests;
- Planning and Organizing – Sets clear and achievable goals consistent with agreed priorities for self and others;
- Professionalism – Masters subject matter related to responsibilities;
- Teamwork – Actively contributes to an effective, collegial, and agreeable team environment.
Other
Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the concerned Government, where applicable.
Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.
How to apply:
Interested candidates are invited to submit their applications to iomrwandarecruitment@iom.int by at the latest, referring to this advertisement.
The subject of your e-mail MUST indicate the reference code, the Position title as well as candidate’s names
In order for an application to be considered valid, IOM will only accept applications which should include a completed CV and an application letter (not more than one page)
Only shortlisted candidates will be contacted.
Posting period:
From 08.05.2023 to 21.05.2023
